Assistant Director of Operations

Full-time – $90,000+ – commensurate with experience 

Reports to Library Director

Montclair Public Library is seeking an Assistant Director of Operations who can bring structure, clarity, and consistency to our internal operations.

We’re looking for a leader who sets clear expectations, ensures follow-through, and helps create a workplace where accountability is fair and consistent. This is a role for someone who can establish professional standards, streamline internal systems, manage sensitive issues with sound judgment, and build a practical training infrastructure that helps staff succeed.

This is a hands-on, high responsibility role for someone who thrives in dynamic environments, understands organizational complexity, and believes that accountability and empathy can and should coexist in the workplace.

About You

• A people-centered leader with high standards and a steady, reliable approach.
• Comfortable having tough conversations and skilled at making them productive.
• Able to bring structure to complex processes and clarity to unclear expectations.
• Experienced in HR and organizational operation with a proven track record of follow-through.
• Someone who sees policies as tools for consistency and fairness and ensures they’re applied.
• Motivated to build and improve systems, not just maintain what already exists.
• Ready to be a core leadership partner in shaping a healthy, respectful, and mission-driven workplace culture.
• The kind of person others naturally trust with sensitive issues: calm under pressure, clear in your expectations, and always professional.

About the Role

The Assistant Director of Operations is a key member of the senior leadership team responsible for designing and enforcing the library’s internal systems including HR administration, staff training, discipline, onboarding, internal communication, and performance standards. While payroll processing is handled by the comptroller, this role ensures that HR processes feed accurately and efficiently into payroll operations.

You will help oversee daily operational consistency across departments, partnering with department heads to ensure smooth internal workflows and staff support. You’ll work closely with the Library Director to strengthen accountability, rebuild internal systems, and establish clear, consistent standards across the organization. You’ll also be a visible leader in how we set expectations, support supervisors, and develop staff capacity.

This role requires significant HR experience, a strong understanding of public-sector environments, and the judgment to drive real improvements in an organization with legacy systems and structures.

Key Responsibilities

Human Resources Administration

• Time and Attendance
• Track and manage leave (FMLA, sick, accommodations, etc.) 
• Maintain employee records, job descriptions, and personnel files
• Oversee onboarding paperwork, I-9 compliance, and employee handbooks
• Coordinate with the comptroller on accurate HR-to-payroll reporting and documentation

Staff Training & Development

• Develop and manage a comprehensive training program for all staff
• Define and implement core competencies across departments
• Lead onboarding and role-based training for new hires
• Coordinate monthly training sessions and regular refreshers
• Provide coaching to supervisors on documentation, communication, and performance management
• Maintain the library’s learning platform

Professional Standards & Performance Management

• Establish procedures for performance documentation, coaching, and PIPs
• Lead progressive discipline processes in coordination with supervisors
• Ensure staff issues are addressed promptly, clearly, and fairly
• Support managers in holding their teams accountable

Culture & Internal Communication

• Help shape how the library talks about values, standards, and expectations
• Partner with the Director to plan and lead internal messaging and culture-building efforts
• Serve as a sounding board and support for staff navigating challenges
• Champion an organizational culture that is respectful, mission-driven, and functional

Qualifications

• SHRM, SPHR, PHR, or higher HR credential is strongly preferred. Candidates with a current certification and significant experience in HR leadership will be prioritized. 
• At least 8 years of increasingly responsible HR experience, including demonstrated expertise in public-sector or unionized environments.
• Experience in public libraries, municipalities, schools, or nonprofits strongly preferred.
• Strong written and verbal communication skills
• Familiarity with QuickBooks, payroll systems, and HRIS platforms is a plus.
• Demonstrated experience designing or leading staff training programs
• A Master’s in Library and Information Science (MLIS) from an ALA-accredited program or equivalent leadership experience in a library or public-sector organization is preferred but not required.

Details

Salary: $90,000+ per year – commensurate with experience

Schedule: Full-time, 35 hours/week. Some flexibility required for meetings, events or staff training.

Reports to: Library Director

Benefits: Health insurance, sick and vacation time, pension (PERS), and professional development support

Application Process

• Submit cover letter, resume, and three professional references to director@montclairlibrary.org. Please put “Asst Director of Operations – [Your Name]” in the subject line.
• Applications accepted until position is filled

Montclair Public Library is an Equal Opportunity Employer committed to equity, diversity, and inclusion. Reasonable accommodations available during application/interview processes per ADA. NJ residency required per State Law.

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PART-TIME PROGRAMMING ASSISTANT – ADULT SCHOOL DEPT.

The Programming Assistant is a highly organized, tech savvy teammate who thrives on managing details and keeping projects on track. This role is all about project management, logistics, and efficiency: you will be coordinating class schedules, updating systems, communicating with instructors and students, and making sure the Adult School’s many programs run smoothly from start to finish.

About You

• You are exceptionally organized and skilled at keeping multiple projects on track
• You are confident with technology including project management tools (Airtable, Asana, Trello) as well as Google Workspace and scheduling systems
• You take initiative, anticipate needs, and solve problems quickly
• You communicate clearly and professionally in writing and in person
• You enjoy collaborating with a wide range of people including instructors, students, and colleagues
• You are adaptable, resourceful, and able to manage many moving parts at once
• You bring positive energy and a proactive mindset to your work
• You are reliable and able to work independently while supporting the success of the team

The Role

As the Programming Assistant, you’ll be at the center of operations for the Adult School. Your day may include entering course data into registration systems, tracking deadlines across dozens of classes, coordinating logistics with instructors and site hosts, and preparing classrooms for learning. You’ll also support the production of seasonal brochures, draft professional communications to students and instructors, and assist with online classes and light design tasks. This role is essential to creating the kind of learning experiences that make the Montclair Adult School a cornerstone of community life.

Key Responsibilities

• Enter and maintain accurate course data in registration systems, online catalogs, and shared calendars
• Coordinate daily operations including instructor communication, registration tracking, and classroom logistics
• Use project management tools (Airtable, Asana, Trello, or equivalent) to manage schedules, deadlines, and deliverables
• Assist with the production of seasonal brochures and promotional materials
• Draft and send timely, professional communications to students, instructors, and site partners
• Collaborate with staff and instructors to ensure welcoming, effective learning environments
• Support online classes and basic design tasks as assigned

This Job is Not for Someone Who

• Prefers to work without structure, deadlines, or accountability
• Avoids learning or using new technology tools
• Struggles to manage multiple projects at once
• Feels uncomfortable communicating with a wide range of people

Qualifications

• Bachelor’s degree or equivalent combination of education and experience in program coordination, communications, or event planning
• At least two years of experience in program support, logistics, or project management
• Proficiency with Google Workspace and project management software
• Strong organizational skills and exceptional attention to detail
• Excellent written and interpersonal communication skills
• Experience working with diverse populations and community-focused programs a plus

Additional Details

• Schedule: Part-time, minimum 18 hours and up to 28 hours per week; evenings and weekend hours may be required
• Compensation: $25 / hour 
• Reports to: Head of Adult School
• Benefits: Sick time, professional development opportunities 

Montclair Public Library is an Equal Opportunity Employer committed to equity, diversity, and inclusion. Reasonable accommodations available during application/interview processes per ADA. NJ residency required per State Law. 

Application Process

• Submit cover letter, resume, and three professional references to jobs@montclairlibrary.org. Please put “Adult School Programming Assistant – [Your Name]” in the subject line.

• Applications accepted until 10/3/2025

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Library Page

Library Pages support the daily operations of Montclair Public Library (Main Library and/or Bellevue Avenue Branch) by ensuring that materials are shelved correctly, collections remain orderly, and staff receive help with routine tasks such as weeding, basic repairs, and pick-list pulls.

Compensation

Part-time, hourly — $15.49/hour (New Jersey minimum wage)

PRIMARY RESPONSIBILITIES

• Shelve returned materials accurately in all assigned areas of the library
• Maintain shelf order and appearance; shift, face, and straighten as needed
• Pull items from pick lists for holds, delivery, and staff requests
• Shelf-read to identify misplaced or missing items
• Participate in weeding projects under staff direction
• Perform basic materials repairs/processing after training
• Pack/unpack delivery bins and move carts between areas
• Reset public spaces (ex: straighten chairs, put away toys/games, tidy reading areas)
• Assist with simple preparation for displays and programs (ex: copying, cutting, folding, placing signage)
• Perform simple scanning tasks or clerical support as directed

KNOWLEDGE, SKILLS & ABILITIES

• Able to alphabetize and organize using the Dewey Decimal System
• Reliable, punctual, and able to work independently after training
• Detail-oriented and consistent with repetitive tasks
• Able to bend, reach, lift, push carts, and stand/walk for extended periods
• Courteous and professional with staff and the public when interaction occurs

MINIMUM REQUIREMENTS

• Minimum age 14 (under 16 requires school working papers/documentation)
• No library experience required; training provided

WORK LOCATION & SCHEDULE

Pages may be assigned to the Main Library (50 S. Fullerton Ave.) or the Bellevue Avenue Branch based on staffing needs. Evening and/or weekend availability may be required.

Montclair Public Library is an Equal Opportunity Employer committed to equity, diversity, and inclusion. Reasonable accommodations available during application/interview processes per ADA. NJ residency required per State Law. 

Application Process

• Submit cover letter, resume, and three references to jobs@montclairlibrary.org. Please put “Library Page – [Your Name]” in the subject line.